• Committee of the Whole (1 and 2)
• Committee of the Whole (Working Session)
• Committee of the Whole Public Hearing Meeting

Speaking to items on an agenda

• Be present at the start of the meeting and complete a Committee of the Whole Deputation Form (PDF) – this form is also available at the meeting.
• Place the completed form in the basket located at the podium prior to speaking or give it to the City Clerk before the start of the meeting.
• At the beginning of a committee meeting, the chair will ask those in attendance whether or not they are there for a matter not already called for separate discussion on the agenda. At this point you may raise your hand to specify your intention.
• Once the agenda item is up for discussion, the chair will ask if anyone from the public would like to speak – at that time, raise your hand, approach the microphone and wait your turn.
• You will be given five minutes to speak.
• Each person may speak to an item listed on the agenda only once.
• If you have information you would like visually displayed, or if you require special accommodations, contact the Office of the City Clerk at clerks@vaughan.ca at least one day before the meeting.  

Speaking to items not on an agenda

Tips for speaking at a Committee Meeting

• Come prepared. Ensure you have all relevant documents and information about the matter you are speaking about.
• Introduce yourself when you come to the podium – provide your name and address.
• Highlight your key points related to the agenda item.
• Remember the time limit – you will have five minutes to speak.
• Turn on or adjust the microphone to your height.
• Address Council through the Chair of the meeting (example: “Through the Chair, I am here today because…”).
• Larger groups or organizations should appoint a single representative to speak on behalf of everyone.

General guidelines for deputations

• Deputations must be related to municipal matters and within the City’s boundaries (outlined in the Municipal Act, S.O. 2001, c.25).
• Matters that relate to other City staff will be directed to those departments.
• The City Clerk will apply the rules and principles of the City Procedure By-Law 7-2011 (PDF) when considering deputation requests.

Written communications

• Written communications are documents submitted for review by Members of Council or a Committee as part of an item on an agenda.
• Members of the public can provide written communications to Council Meetings and Committee Meetings.
• The deadline for submitting a written communication is noon on the last business day before the scheduled meeting.
• You may submit a written communication in person to the Office of the City Clerk at Vaughan City Hall, 2141 Major Mackenzie Dr., or by email to clerks@vaughan.ca.
• You can submit a communication without attending the meeting.
• Your name and address will appear in the public record, which will be posted online following the meeting.

Written communication guidelines

• The communication must be legible on standard letter-size paper (white and single sided).
• The communication must relate to a matter on the agenda.
• The communication needs to clearly state the request or message you wish to convey.
• The communication should include your name and contact information.

Other ways to contact Members of Council